Receiving suppliers' electronic invoices in condominiums

Receiving suppliers' electronic invoices means acquiring, through the Exchange System (SdI), the documents that businesses issue to the condominium and bringing them into the software already in structured form. Unlike outbound invoicing, which the condominium generally does not handle, inbound invoicing is a daily matter: maintenance firms, cleaning companies, energy suppliers, and insurers all issue electronic invoices. Software that receives and records them automatically saves the manager from re-entering data already present in the invoice file.

How invoices reach the condominium

Electronic invoices pass through the Exchange System, which delivers them to the recipient according to the electronic address provided. For the condominium, delivery can occur through the recipient code associated with the intermediary or channel used, or through the communicated PEC. Once the file is received, the document contains all tax data in structured form: supplier, taxable base, rates, total, any withholdings, and contract references. It is precisely this structured data that makes automatic acquisition into the software possible.

From acquisition to recording

The advantage of the integration is turning a file into an accounting entry without typing. The typical flow involves these steps:

• The software acquires the invoice file from the receiving channel;
• It reads the supplier's data and matches it to the records, or offers to create it;
• It extracts the taxable base, tax, and total and proposes recording as a condominium expense;
• It recognises any withholding to apply and highlights it;
• It links the invoice to the condominium and the correct expense heading, ready for allocation.

The manager checks the proposal and confirms, rather than transcribing. The invoice stays stored in the software, associated with the supplier and the expense, and retrievable at any time.

Link with expenses, withholdings, and payment

An inbound invoice does not live in isolation: it generates an expense to be allocated among owners according to the criteria of the Italian Civil Code, may entail a withholding to remit, and leads to a payment to the supplier. Integrated software holds these steps together. The expense recorded from the invoice can be allocated according to the thousandths (millesimi) tables or specific criteria, the withholding feeds the certification and the F24 payment, and the payment reconciles with the banking transaction. Starting from the received invoice means building a coherent chain, without data entered twice.

Compliant preservation

Electronic invoices must be preserved according to the rules on compliant digital preservation, which guarantees their integrity and retrievability over time. The condominium, like any recipient, must ensure the invoices received are correctly preserved for the required period. Software that handles reception can integrate or complement the preservation service, so the manager need not worry about archiving files manually. This aspect matters because mere acquisition is not the same as compliant preservation.

Benefits for those managing several condominiums

Automatic reception scales well with the number of condominiums. A firm handling dozens of buildings receives hundreds of invoices a year from different suppliers. Re-entering them by hand is a huge, repetitive task. With automatic acquisition, each invoice arrives ready for checking, with the supplier recognised and the expense proposed. The time freed can be devoted to substantive checks, such as the consistency of costs with the estimates approved by the meeting, instead of typing.

Checks not to overlook

Automation does not remove the checks. The manager must verify that the invoice matches a service actually rendered and a spending commitment resolved, that the amount is consistent with the estimate, and that the expense heading is correct for a fair allocation. It must also be checked that any withholdings are handled as due. Automatic acquisition reduces mechanical work, but the responsibility to validate the expense remains fully with the manager.

AmministraPro receives suppliers' electronic invoices, records them as expenses linking withholdings and payments, and keeps them available to the manager. You will find inbound invoicing management on the /funzioni page and the plans suited to the number of managed condominiums at /prezzi.